Personal Assistant (PA)

Job Description

Academic Qualifications & Experience

• Grade 12 / Matric
• Secretarial Diploma or a minimum of 5 years' relevant secretarial experience

Required Computer Skills

• Advanced proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with GreatSoft will be advantageous

Skills, Competencies & Experience

Skills

• Excellent written and verbal communication skills
• Strong interpersonal and client service skills
• Advanced typing and document preparation skills
• Excellent organisational and administrative skills
• Professional telephone etiquette
• Ability to work effectively with clients and internal stakeholders

Competencies

• Strong computer literacy
• High level of confidentiality and discretion
• Ability to prioritise tasks and manage multiple deadlines
• Excellent accuracy and attention to detail
• Basic accounting knowledge
• Ability to work independently and as part of a team

Key Duties & Responsibilities

• Manage incoming and outgoing mail and emails
• Manage electronic diaries and appointments
• Prepare and type client correspondence and documentation
• Prepare invoices, credit notes and client statements
• Perform debtor reconciliations and maintain accurate debtor records
• Keep debtor age analysis updated, allocate payments and follow up on outstanding amounts
• File and maintain client documentation electronically on CDM
• Handle client queries professionally via telephone and in person
• Prepare and maintain EME certificates
• Maintain accurate and up-to-date client databases
• Manage financial statement administration, including:
• Printing financial statements
• Sending statements to clients for signature
• Distributing signed copies for record purposes
• Preparing minutes and resolutions for trusts

• Follow up on outstanding signed documentation, including engagement letters, tax returns and financial statements
• Update directors' locking lists and maintain directors' timesheets
• Assist with trust-related administrative work
• Prepare documentation and information for new clients
• Assist directors with valuations when required
• Prepare client quotes and related documentation
• Type financial statements and other documents when required
• Maintain the Financials Tracker / Income Tax Return spreadsheet
• Update the PA Register for all incoming signed financial statements
• Maintain and update the AUP (Agreed Upon Procedures) locking register
• Ensure all administrative processes comply with the firm's System of Quality Management (SOQM), policies and procedures
• Maintain compliance with the firm's Employee Code of Conduct, including applicable SAICA, IRBA and IESBA requirements

Key Performance Expectations

• Accurate and timely completion of all administrative and secretarial duties
• Professional and responsive client service
• Effective management of deadlines, diaries and documentation
• Strict confidentiality when handling client and company information
• Accurate maintenance of financial, debtor and compliance records
• Consistent adherence to firm policies, procedures and quality standards